Clinic Administrative Executive

We are looking for a detail-oriented and service-driven Clinic Administrative Executive to join our team at OHM Diagnostic & Imaging Centre. This role is essential in ensuring smooth clinic operations, accurate administrative support, and excellent patient experience. The ideal candidate will handle patient-facing duties, financial processes, and coordination with clinical teams to support high-quality diagnostic services.

Key Responsibilities

Customer Service & Patient Care

• Attend to patient phone, email, and walk-in enquiries in line with OHM service standards.
• Manage appointment scheduling and confirmations using PLATO (clinic management system).
• Provide accurate information on procedures, scan costs, and safety requirements.
• Guide patients through check-in, triage, consent, and preparation for MRI and diagnostic procedures.
• Assist with patient comfort, including chaperoning, refreshments, and concierge support (transport, directions, basic assistance for foreign patients).
• Handle patient feedback and concerns professionally, ensuring a positive experience.

Administrative & Financial Duties

• Process bookings, billing, and insurance/Medisave claims accurately.
• Perform financial counselling and obtain required consents prior to scans.
• Handle cash, credit card, and electronic transactions, with daily reconciliation of accounts.
• Track, follow up, and close outstanding/unpaid invoices.
• Maintain proper filing of patient records, billing documents, and insurance claims for audit and compliance purposes.
• Prepare and dispatch reports, films, and CDs to clinics/doctors, ensuring accuracy and timely delivery.

Operational & Compliance Support

• Ensure all patient documents (screening, consent, evaluation) are completed, validated, and filed.
• Assist with MOH/HCSA inspections and maintain readiness for regulatory audits.
• Support stock management, including consumables, MRI supplies, and stationery procurement.
• Adhere to infection control, hygiene, and biohazard waste disposal SOPs.
• Maintain confidentiality and always safeguard patient records - PDPA.

Housekeeping & Facility Upkeep

• Ensure patient areas, gowning rooms, and clinic facilities remain clean, safe, and welcoming.
• Oversee laundry rotation, daily cleaning routines, and safe disposal of sharps/contrast materials.

Support to Sales & Operations Team

• Compile statistics and operational data to support management reporting.
• Assist sales and marketing teams with customer enquiries, follow-up, and coordination.
• Provide input from patient evaluations to improve service delivery.
• Participate in staff welfare and team bonding activities to foster a collaborative workplace culture.

Requirements

Education & Certification:

• Minimum GCE O-Level, N-Level, or equivalent.
• A Diploma or certification in Nursing, Healthcare Support, or equivalent is an advantage.

Candidates without formal qualifications but with substantial healthcare/medical administrative experience will be considered based on experience and merits.

Experience:

• 1–3 years of experience in clinic administration, diagnostic imaging, or healthcare operations preferred.
• Fresh graduates with strong interest in healthcare administration are welcome to apply.

Skills:

• Excellent communication and customer service skills.
• Proficient in clinic management systems (e.g., PLATO) and Microsoft Office.
• Strong organizational and multitasking abilities with attention to detail.
• Knowledge of Medisave, insurance claims, and healthcare billing processes is an advantage.

Personal Attributes:

• Professional, empathetic, and service-oriented.
• Reliable, adaptable, and proactive in problem-solving.
• Able to work well in a team environment and uphold OHM's culture of care.